The Facilities Division of Engineering and Public Works (EPW) is responsible each year for a number of capital improvement projects, operations-based projects, and the overall maintenance and repair of buildings Village wide. In FY 24/25, the design of the new Village Hall, police station, and temporary Village Hall was added. As staff evaluated the project-based workload for FY 24/25 and beyond, it is evident there is more work than can be handled with existing staff. As a result, the budget was prepared based on the hiring of a consultant project manager to help staff complete the smaller and simple projects, allowing EPW staff to focus on the new facilities.
Staff released a Request for Proposal (RFP) on May 31, 2024, to identify a consultant project manager that would work out of the Facilities Division of EPW and assist on projects such as: elevator modernizations, roof replacements and coatings, smaller projects like the PCA outdoor stage roof construction, and similar projects of scope and size. The RFP identified that this consultant would be limited to two or three days per week, with no guaranteed hours, and would be required to work on-site at EPW and within the Village boundaries for all billable time. The consultant will bill at an hourly rate with no additional reimbursement requirements. All work must be assigned by Village staff. The fees will not exceed the budgeted amount in FY 24/25.
On June 14, 2024, staff received four proposals that all were deemed qualified. Chastain and Associates, LLC (Chastain) provided the most qualified response in staff’s opinion as they proposed a member of their team that has nearly 40 years of experience in facilities management for the City of Elgin. Rich Hoke was responsible for all municipal buildings within Elgin, which included what would traditionally be considered park district buildings. The City of Elgin oversees all typical park district functions, giving Mr. Hoke a wider area of expertise than any other candidate proposed. In addition, Chastain provided the lowest cost hourly rate at $160. All other candidates proposed an hourly rate between $173 and $200.
Staff met directly with Mr. Hoke to discuss his history and experience, along with his ability to be on-site at EPW for all work, and the proposed schedule of two to three days per week, with the ability to be flexible on which days are required. Chastain has a good history with the Engineering Division of EPW as consultant engineers and project management and was able to provide good references for Mr. Hoke. This contract will be administered separately from any other contracts Chastain may hold with the Village, with no overlap with other divisions or departments.
Staff recommends moving forward with Chastain as the consultant project manager for the Facilities Division of EPW in an amount not to exceed the approved budget. The agreement is structured to allow for three optional one-year renewals, pending future needs and budget approval.